How to organize a BBQ masterclass

A BBQ masterclass needs more than grills and ingredients. Start by fixing the date, program and venue, then build the participant list around the number of workstations you can run safely. Before the day, collect dietary requirements, test every barbecue and prepare marinades, vegetables and desserts in a clear order. On the day itself, allow time for tables, tents, coolers, fire safety and ingredient set-up before participants arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2
Reserve venue and BBQs
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm participant list
7
Develop menu and recipes
2 people
8
Set up workstations
9
Check material stock
2 people
10
Check the shopping list
11
Test BBQ equipment
2 people
12
Prepare name badges
13
Do the shopping
2 people
14
Store meat refrigerated
2 people
15
Wash and cut vegetables
2 people
16
Make marinades and rubs
2 people
17
Prepare desserts
2 people
18
Fill coolers
2 people
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Build party tents
3 people
22
Set up workstations
3 people
23
Set up BBQs safely
3 people
24
Check fire safety
2 people
25
Set out ingredients
3 people
26
Chill drinks
2 people
27
Set out coffee and tea
28
Set up the reception table
2 people

Event

29
Receive participants
2 people
30
Hand out name badges
31
Serve welcome drinks
2 people
32
Explain hygiene and safety
33
Demonstrate BBQ techniques
2 people
34
Have participants make marinades
3 people
35
Check prepared dishes
2 people
36
Supervise the first grilling round
3 people
37
Serve side dishes
2 people
38
Refill drinks
2 people
39
Assist the second grilling round
3 people
40
Serve dessert
2 people
41
Serve coffee and tea
2 people
42
Answer final questions
43
See participants off
2 people

Aftercare

44
Cool food safely
2 people
45
Collect waste
3 people
46
Let the BBQs cool down
2 people
47
Wash dishes and cutlery
3 people
48
Clear tables and chairs
3 people
49
Clean workstations
3 people
50
Leave venue clean
2 people
51
Empty and clean coolers
2 people
52
Process leftover food
2 people
53
Check and dry materials
2 people
54
Return borrowed materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 30
Buffet tablesqty 2
Tableclothsqty 8
Work tablesqty 6

Tableware

Reusable platesqty 36
Reusable bowlsqty 30
Reusable glassesqty 40
Coffee cupsqty 30
Knivesqty 36
Forksqty 36
Spoonsqty 36
Serving spoonsqty 12
Cutting boardsqty 8

Equipment

Charcoal barbecuesqty 4
Gas barbecue
Gas cylindersqty 2
Core thermometersqty 4
BBQ tongsqty 8
BBQ spatulasqty 6
BBQ brushesqty 6
BBQ glovesqty 6
Fire startersqty 4
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Large mixing bowlsqty 8
Measuring cupsqty 4
Kitchen knivesqty 8
Serving traysqty 6
Aluminum traysqty 12
Kitchen scalesqty 2
Kitchen timersqty 4

Catering

Water dispensersqty 2
Thermos flasksqty 4
Ice packsqty 20
Groceries

Decorations

Name badgesqty 30
Napkin holdersqty 6
Menusqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 3
Cleaning clothsqty 12

Safety

Fire extinguishersqty 2
Buckets of fire waterqty 3
First aid kit

Tips

Plan the program around your workstations, not just the number of guests. Decide how many people can safely share one barbecue, then provide enough tables, tools and serving space for each group.
Collect dietary requirements when registrations open and confirm them again before shopping. Keep separate ingredients and preparation areas clearly identified so a last-minute substitute does not disrupt the class.
Test charcoal barbecues, gas barbecues, gas cylinders, extension cords and thermometers several days before the event. A missing connector, empty cylinder or faulty thermometer is difficult to fix once participants are waiting.
Do the shopping close enough to the class to keep meat refrigerated, but early enough to prepare marinades, rubs and vegetables without rushing. Fill coolers shortly before the start and keep raw meat separate from ready-to-eat food.
Set up tables, chairs, workstations and BBQs before laying out ingredients. Leave a defined safe area around hot equipment, check fire safety and keep BBQ gloves, tongs and fire starters where the instructor can reach them.

Frequently asked questions

How far in advance should I plan a BBQ masterclass?: Set the date, program and venue at least 6 to 8 weeks ahead. Open registrations early enough to confirm the participant list and dietary requirements before you finalize the menu and shopping list.
How many people can share one BBQ workstation?: Plan for small working groups rather than one large queue. A practical starting point is 4 to 6 participants per workstation, depending on the grill size and how many instructors are available.
When should I buy and prepare the meat for a BBQ masterclass?: Buy meat as close to the event as practical and keep it refrigerated throughout preparation. Prepare marinades and rubs the day before when possible, then fill coolers shortly before participants arrive.
What should I check on the day before the BBQ masterclass?: Check the venue, tables, chairs, tents, workstations, BBQs, fuel, fire-safety equipment and power connections the day before. This gives you at least one working day to replace missing or faulty equipment.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.